The Golf Outing Planning Checklist (Free Printable)
The Golf Outing Planning Checklist
Print this page, hand it to your committee, and check off each step as you go. Everything you need to plan a smooth, well-run outing, in the order it should happen.
How to use this checklist. Work it top to bottom. Each section is tied to a point in your timeline, counting down to event day. Most outings start three to four months out, so put a real date next to each section and assign an owner to every line. For the full how and why behind each step, read the complete golf outing planning guide.
12+ weeks out Set the foundation
- Write your goal in one sentence and a dollar target next to it
- Set a working budget with costs on one side and income on the other
- Book the course and lock the date
- Confirm the format (a four-person scramble with a shotgun start works for most outings)
- Form your committee and assign owners for sponsors, registration, and gifts
10 weeks out Open the doors
- Build your sponsor packages (title, hole, contest, in-kind)
- Open team registration with an early-bird price
- Start sponsor outreach with personal asks, not a mass email
- Set your contests (longest drive, closest to the pin, hole-in-one)
- Plan your raffle, silent auction, or mulligan packages
8 weeks out Order what has lead times
- Confirm food and beverage with the course and review any minimums
- Choose your tee gifts and player bags and place the order
- Order sponsor signs, tee signs, and your event banner
- Order prizes and awards for the winning team and contests
- Lock a working headcount and add a few extras for late sign-ups
4 weeks out Confirm and communicate
- Confirm every sponsor and collect their logos for signage
- Send players their details (arrival time, format, what is included)
- Finalize the contest list and where each one runs
- Recruit volunteers and give each one a clear role
- Confirm prizes, gifts, and signage are on track to arrive in time
2 weeks out Lock the details
- Lock the final team list and pairings
- Print scorecards, cart signs, and the rules sheet
- Print the sponsor list and the day-of schedule
- Confirm the awards reception (room, food, timing)
- Walk the full day-of plan with the course coordinator
1 week out Get hands-on
- Build the gift bags and set aside extras for volunteers and late players
- Confirm volunteers, roles, and arrival times
- Stage your check-in materials (team list, cart assignments, signage)
- Pack a day-of kit (tape, markers, pens, extra scorecards, spare bags)
- Confirm the rain plan with the course
Event day Run the show
- Set up check-in early with the team list, cart signs, and gift bags
- Place sponsor signs and contest markers on the right holes
- Brief players on the format and pace before the shotgun start
- Run the contests and capture photos through the round
- Score, award winners on a stage, and thank your sponsors by name
After Close it out
- Send thank-yous to players, sponsors, and volunteers within a week
- Share the results and, for a fundraiser, the amount raised
- Send a save-the-date for next year
- Save your headcount, budget, and sponsor list for next year's planning
What you will need to order
Three things have lead times and are worth handling early. A personalized tee gift shows your players the day was put together with real care, so it is worth getting right.
- Tee gifts and player bags. Browse golf tournament gifts, gift sets, and personalized golf gifts, then carry it all in a golf accessory bag.
- Prizes and awards. Custom trophies and winner gifts for the team and contest winners. Tell us your contests and we will quote the prizes.
- Sponsor signage. Hole signs, tee signs, and an event banner. Send us your sponsor list and we will quote your signage.
From George: Order tee gifts at least eight weeks out and lock your headcount early.
Personalized items have lead times, and you always want a few extras on event day.
Get the printable checklist (PDF)
One page, ready to print and hand to your committee.
Download the PDF checklist
One page, ready to print and hand to your committee.
Download the PDF checklist
Planning an outing? Talk to George.
George is a Certified Golf Tournament Planner through the Golf Tournament Association of America. Send us your event details and we will help you plan your tee gifts, prizes, and signage, with free mockups for your event.
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Planning an Outing?
Talk to George — we'll build your order.